Administrative Assistant/receptionist

6 months ago

Ottawa, Canada Coopérative d'Habitation Voisins Inc. Full time

**Job Summary**:
In this capacity, the incumbent will be responsible for furnishing administrative support to the coordinator, encompassing diverse facets of cooperative management. This will involve close collaboration with the Board of Directors, oversight of office administration duties, and engagement in associated endeavors.

Moreover, the Receptionist/Administrative Assistant will play a pivotal role in ensuring adherence to pertinent legislation, remaining abreast of any regulatory updates impacting cooperative operations, and operating within legal confines. They will further collaborate with the coordinator in facilitating the needs of Board members and various committees, including activities related to membership recruitment.

**Responsibilities**:

- Assist in organizing members' meetings by preparing materials for distribution, creating agendas, taking detailed minutes, and maintaining attendance records.
- Ensure that Coop members fulfill their responsibilities and commitments.
- Offer guidance to the Board on Coop's financial management.
- Serve as a purchasing agent, adhering to Coop By-Laws, policies, and procedures.
- Conduct research to identify investment opportunities in compliance with relevant legislation, and manage Coop funds and reserves as directed by the Board.
- Prepare all necessary cheque requisitions with proper documentation and signatures.
- Handle deposits as required.
- Ensure timely preparation of monthly and annual financial statements according to established policies.
- Secure adequate insurance coverage for Coop assets and liabilities of Board members and Committees.
- Provide monthly financial health reports to the Board.
- Research and procure maintenance equipment, supplies, and contracts in line with By-Laws, policies, and procedures.
- Maintain and manage an inventory of all units and their appliances, including maintenance records.
- Implement a robust key control system.
- Address inquiries regarding membership.
- Manage and review the waiting list as per established protocols.
- Develop marketing and administrative plans as needed.
- Conduct interviews with prospective members on behalf of the Member Selection Committee.
- Provide ongoing support and reports to the Member Selection Committee.
- Source and procure office equipment, software, supplies, and contracts in accordance with By-Laws, policies, and procedures.
- Maintain comprehensive administrative records and filing systems.
- Ensure on-site presence to manage reception activities for members and correspondence.
- Administer and maintain Coop website and computer systems, including the database.
- Collaborate with the Board of Directors' secretary to maintain accurate records of minutes from both Board and committee meetings.

**Qualifications**:

- Proficiency in English or French; bilingualism is preferred.
- Minimal previous experience in administration.
- Exceptional written and verbal communication skills.
- Strong organizational abilities, adept at multitasking, prioritizing responsibilities, and maintaining meticulous records.
- Commitment to detail and accuracy across all tasks; thoroughness in documentation, financial management, and property records.
- Demonstrated ability to maintain confidentiality of sensitive information.
- Outstanding problem-solving skills, capable of identifying and resolving issues related to property management, finances, and member inquiries.
- Professional demeanor coupled with a positive attitude.
- Knowledge of cooperative living is advantageous; familiarity with cooperative principles, regulations, and governance structures is beneficial.

If you meet the qualifications for this position and are interested in joining our team, please submit your resume and cover letter for consideration.

**Job Types**: Part-time, Fixed term contract
Contract length: 3 months

Pay: $20.00 per hour

Expected hours: No more than 20 per week

Schedule:

- Evening shift
- Monday to Friday

**Education**:

- DCS / DEC (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: In person

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